Long Distance Services Help

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To order Long Distance Services or view pricing information, see the UW-IT Service Catalog.

Long Distance Services Overview

The Long Distance Services (LDServices) application allows you to manage long distance accounts for your department.

Using LDServices you can:

  • Create new Direct Dial and UWATS/UWDirect accounts.
  • Deactivate no longer needed accounts.
  • Change budget information including Project Cost Accounting (PCA) for existing accounts.
  • Associate meta-data (such as end-user UW NetID and comments) with an account.
  • Export account information to a spreadsheet.

The LDServices application is divided into three main sections: Home Page, Direct Dial, and UWATS.

Get Access to Rome Applications

  1. StepsActions
  2. To begin using Rome applications (Long Distance Services, Long Distance Billing, and Technology Services and Equipment Billing) you need a UW NetID. See About UW NetIDs.
  3. In addition, you need to be authorized in ASTRA with the role of USER. The LDServices application requires a separate Astra authorization from the Bill Viewer authorization:
    • The Rome role of 'Long Distance Services Account Manager' gives you 'view and update' into the LDServices pages for the given budgets or organization codes.
    • The Rome role of 'Bill Reviewer' gives you 'inquiry' into both the TSEBill and the LDBill for the given budgets or organization codes.
  4. Contact the ASTRA authorizer for your unit to request authorization to use Rome.
  5. If you do not know who to contact, use ASTRA's "Who Can Authorize Me?" look-up service and search by budget number or org code; then select "Rome" from the application drop-down.
  6. You will receive an automated email message letting you know your authorization to use Rome has been processed.
  7. Once you are authorized, go to:

Troubleshooting

Occasionally a security certificate error will show up on the screen at this point. If you receive an error message saying: "There is a problem with this website's security certificate", go to Install the UW Services CA Certificate and follow the instructions for installing the UW Services Certificate Authority. Try accessing the site again.

For ASTRA Authorizers: How to Set Up ASTRA Authorizations

You must setup the 'Astra Role of 'USER' for this person to have access to the Rome Web pages. You have the option of also granting the role of Authorizer, but that only controls the actions that people can do in Astra, not what they can do in the Rome applications.

For Bill Reviewer:

astra_settings

For Long Distance Services:

astra_settings-LDServices

LDServices Home Page

The Home page provides some general information about the application as well as Billing Schedule information and an Account Summary.

The Billing Schedule provides the:

  • Date the Long Distance bill is scheduled to be processed
  • Cut-off date for changes to billing information to be reflected on the next bill

The Account Summary provides the number of:

To see only accounts with budget problems:

  • Click on the number in the "Budget Problems" column.
  • This will filter the UWATS or DirectDial page to display only budget problems.

Preferences

The Preferences page allows you to turn on and off notifications, and to enter an alternate email if you would like your notifications delivered to an email other than your UW NetID@uw.edu. When you have notifications turned on, you are indicating would like to receive a weekly report containing the summary of accounts on your Budget or Org Code. The summary also shows which budgets are either no longer active, are about to expire, or have already expired.

Budget Problems

In the context of the LDServices application, a budget problem refers to budgets that are either no longer active, are about to expire, or have already expired. To avoid billing problems, please resolve these issues as soon as possible. If you would like to receive a weekly report containing this account summary you can activate it on the Preferences page.

Budget Problem Description
Budget no longer Active The budget status is not equal to "1". It is not open for posting and cannot be used for billing a long distance call. Change your accounts to a different budget that is within your Astra authority.
Budget is about to Expire This is a warning that the budget has a 'current period end date' which is less than 60 days from now. Please get the budget's end date updated in the FIN system (the central Financial system) or change your accounts to a different budget.
Budget has Expired The budget has a 'current period end date' that is in the past. We might not be able to use this budget to bill your long distance calls. Change your accounts to a different budget or get the budget's end date updated in the FIN system.
Budget is not in the file index The budget number is not present in the central Financial system's Budget Index table and cannot be used in this application.

Direct Dial

A Direct Dial account represents a telephone that has been configured to allow long distance calling by simply picking up the phone and dialing 1 plus the number you would like to call. This service is also sometimes referred to as "toll calling" or "unrestricted calling." For more information about the Direct Dial service see Long Distance Options.

On the LDServices Direct Dial pages you can:

  1. View accounts and account history
  2. Add or update a single Direct Dial account
  3. Filter Accounts to selectively display information
  4. Change budget number and other information for a single account or for multiple accounts
  5. Activate or deactivate single or multiple accounts
    ldservices

1. View accounts and account history (Direct Dial Accounts Table)

This table contains a filtered list of accounts you are authorized to manage. Above the table find feedback about how filtering has affected the list of accounts being displayed. Use the Filter Accounts toolbar to adjust the accounts that are displayed.

To view a history of changes made to an account you can:

2. Filter accounts to selectively display information

The Filter Accounts toolbar lets you control which accounts are available in the Direct Dial accounts table. You can filter by budget number, PCA codes, budget status, or account status. After entering filter criteria, press the [Apply Filter] to update the accounts table. To reset filtering to the default, press the [Clear Filter] button.

To export account information:

  1. StepsActions
  2. Use the Filter options to create the account data set to export
  3. Click on the Export icon export icon(located just above the Direct Dial accounts table)
  4. You will have the option to open or save the Microsoft Excel file.

3. Add or update an account

There are multiple ways to add or update an account:

  • Use the form located at the top of the Direct Dial page to either add a new Direct Dial account or update an existing account.
  • Enter the account number and click [Go] to go to the Direct Dial Update page to update account information.

or

  • From the list of accounts on the Direct Dial Accounts Table, click on the account number or the wrench image to go to the Direct Dial Update page to update account information:

 

ldservices-directdialupdate

Update an existing direct dial account

From the Direct Dial Update page, you can:

      • Change budget information (Budget Number and PCA Codes)
      • Change meta-data associated with the account (End-user UW NetID and Comment)
Field Label Description
Number Read-only (the telephone number for the account)
Budget Number The budget number that will be billed for long distance calls made from this number
Task PCA code task
Option PCA code option
Project PCA code project
End-user UW NetID The UW NetID of the primary end-user of this telephone and will be used as the Billing Name
Comment Storage for any comment
Active Checked if this account is active; unchecked if the account has been deactivated

Note: UW NetID and Comment are not required fields; however, without one or both of these fields, research of the account becomes difficult. Please provide a UW NetID if known, and a descriptive helpful comment if not. Accounts without a UW NetID or comment, should be researched to find their owner.

To add a new direct dial account

      1. Enter in the 5 digit extension or 10 digit telephone number into the Add or Update an Account form
      2. Click [Go]
        • If the number isn't currently set up for the Direct Dial service you will see a message that says ...

        Account [nnn-nnn-nnnn] is not currently configured for the direct dial long distance service. Use the form below to activate it.

The Direct Dial account update page will be displayed.

    1. Fill out the form
    2. Click [Add] to create the account or
    3. Click [Cancel] if you do not want to create the account

4. Change budget information for selected accounts (Account Actions toolbar)

The Account Actions toolbar lets you change budget information, activate, or deactivate multiple accounts at once:

  1. StepsActions
  2. Select the accounts to change (click the check boxes along the left side of the Direct Dial accounts table).
  3. In the section titled "Change Budget Information for Selected Accounts", enter the new budget number, status, task, option, or project number, or clear existing task, option, or project numbers.
  4. Click [Change] to change budget information, or Click [Deactivate] or [Activate] to activate or deactivate the selected accounts.

5. Activate or deactivate single or multiple accounts

From the Direct Dial accounts table:

  • Click edit-redo to activate the account.

Or

  • Click deactivate to deactivate the account.

To activate or deactivate multiple accounts:

  1. StepsActions
  2. Select the accounts to change (click the check boxes along the left side of the Direct Dial accounts table).
  3. Click [Deactivate] or [Activate] to activate or deactivate the selected accounts.
  4. Change filtering using the Filter Accounts toolbar to make an appropriate set of accounts available for manipulation.

When will account changes take effect?

When a Direct Dial account is deactivated, the telephone configuration will be updated so that it no longer has the Direct Dial service. The LDServices account for the number will remain available in a deactivated state until all outstanding calls have been billed (60 days). This leaves budget information available when the long distance bill is processed. After this period the account will be removed from LDServices.

UWATS

A UWATS account represents a unique 7-digit code assigned to individuals for the purpose of billing calls to their budget regardless of which telephone they use to place the call. Each UWATS code has been configured to allow long distance calling by dialing "77", entering your UWATS code and the number you would like to call. UWDirect is used when calling in to the University from outside of the University.

On the LDServices UWATS/UWDirect pages you can:

    1. View accounts and account history (UWATS/UW Direct Accounts Table)
    2. Add a new account
    3. Update an existing account
    4. Filter accounts to selectively display information
    5. Change budget information for selected accounts
    6. Activate or deactivate single or multiple accounts

 ldservices-UWATS

1. View accounts and account history (UWATS/UWDirect Accounts Table)

This table contains a filtered list of accounts you are authorized to manage. Above the table find feedback about how filtering has affected the list of accounts being displayed. Use the Filter Accounts toolbar to adjust the accounts that are displayed.

To view a history of changes made to an account you can ...

2. Add a new account

      1. Click [Add] in the Add a New Account field.

The UWATS Update page will be displayed:ldservicesadduwats

    1. Fill out the form.
    2. Click [Add] to create the account or
    3. Click [Cancel] if you do not want to create the account.

 

3. Update an existing account

There are multiple ways to Update an Account:

  • Use the form located at the top of the UWATS/UWDirect page to Update an Existing Account.
    • Enter the UWATS Code and click [Go] to go to the UWATS Update page to update account information.

or

  • From the list of accounts on the UWATS/UWDirect Accounts Table, click on the UWATS Code or the wrench to go to the UWATS Update page to update account information:

 

ldservices-uwatsupdate

Update an existing UWATS/UWDirect account

From the UWATS Update page, you can:

      • Change budget information (Budget Number and PCA codes)
      • Change the service level
      • Change meta-data associated with the account (End-user UW NetID and Comment)
      • View the UWATS Billing Auth Name
      • Activate or deactivate a UWDirect Code
Field Label Description
Number Read-only (the telephone number for the account)
Budget Number The budget number which will be billed for long distance calls made from this number
Task PCA code task
Option PCA code option
Project PCA code project
End-user UW NetID The UW NetID of the primary end-user of this telephone and will be used as the Billing Name
Comment Storage for any comment
Active Checked if this account is active; unchecked if the account has been deactivated

Note: UW NetID and Comment are not required fields; however, without one or both of these fields, research of the account becomes difficult. Please provide a UW NetID if known, and a descriptive helpful comment if not. Accounts without a UW NetID or comment should be researched to find their owner.

4. Filter accounts to selectively display information

The Filter Accounts toolbar lets you control which accounts are available in the Accounts table. You can filter by budget number, PCA codes, budget status, or account status. After entering filter criteria, click [Apply Filter] to update the accounts table. To reset filtering to the default, click [Clear Filter].

To export account information:

  1. StepsActions
  2. Use the Filter options to create the account data set to export.
  3. Click on the Export icon export(located just above the Accounts table).
  4. You will have the option to open or save the Microsoft Excel file.

5. Change Budget Information for Selected Accounts (Account Actions toolbar)

The Account Actions toolbar lets you change budget information, activate, or deactivate multiple accounts at once:

  1. StepsActions
  2. Select the accounts to change (click the check boxes along the left side of the UWATS/UWDirect Accounts table).
  3. In the section titled "Change Budget Information for Selected Accounts", enter the new budget number, status, task, option, or project number or clear existing task, option, or project numbers.
  4. Click [Change] to change budget information or click [Deactivate] or [Activate] to deactivate or activate the selected accounts.

6. Activate or Deactivate single or multiple accounts

From the UWATS/UWDirect accounts table:

  • Click edit-redo to activate the account.

or

  • Click deactivate to deactivate the account.

To activate or deactivate multiple accounts:

  1. StepsActions
  2. Select the accounts to change (click the check boxes along the left UWATS/UWDirect accounts table).
  3. Click [Deactivate] or [Activate] to activate or deactivate the selected accounts.
  4. Change filtering using the Filter Accounts toolbar to make an appropriate set of accounts available for manipulation.

When will account changes take affect:

When a UWATS account is deactivated, it will immediately be made unavailable for UWATS calls. The LDServices account will remain available in a deactivated state until all outstanding calls have been billed (60 days). This is necessary so that budget information is available when the long distance bill is processed around the middle of the following month. After this period the account will be removed from the LDServices. Deactivating a UWATS account will also cause UWDirect service for the account to be deactivated, assuming UWDirect was active on the account.

When UWDirect service for a UWATS account is deactivated, it will immediately be made unavailable for UWDirect calls. This will not affect regular UWATS service for the account.

UWATS Billing Auth Name

The UWATS Billing Auth Name field appears in the detail of your long distance bill and identifies two bits of information:

  • The end-user of the UWATS account
  • The authorization code (since some end-users have more than one UWATS code) used to place the call

Billing Auth Name is not directly editable. It is calculated by taking the "Account Id" field of the UWATS account and prefixing it with either the "End-user UW NetID " field (if it is not empty) or the first 20 characters of the "Comment" field.

Previous, internal versions of this application used first and last name fields to identify end-users and that information has been saved in the "Comment" field of each account to ease the transition to using UW NetID .

"Account Id" is not the same as the "UWATS Code". (The UWATS Code is confidential information and for that reason cannot appear on the long distance bill). It is, however, a unique identifier for a particular UWATS code and should be used if you need to correspond with UW-IT Customer Care or UW-IT Business and Finance.

Last modified: July 16, 2013